Constitution

CONSTITUTION OF “The Royal Scottish Country Dance Society - Glasgow Branch”

1 NAME

The name of the Local Association shall be “The Royal Scottish Country Dance Society - Glasgow Branch” (hereinafter called “the Local Association”).

2 ASSOCIATION WITH THE ROYAL SCOTTISH COUNTRY DANCE SOCIETY

2.1 The Local Association is an autonomous body consisting of:  

(a) Members of the Royal Scottish Country Dance Society (hereinafter called “Society Members” and “the Society” respectively);

(b) Associate Members of the Local Association (see Clause 4, 2(a)).

2.2 While it has similar objects to and associates with the Society under a formal Licence Agreement, it operates and carries out its administration and management independently of the Society.

3 OBJECTS

The objects of the Local Association shall be to advance the education and engagement of the public in the Greater Glasgow area in traditional Scottish country dancing and in furtherance thereof:-

(a) to preserve and further the practice of traditional Scottish country dancing;

(b) to provide or assist in providing education or instruction to Society standards in the practice of Scottish country dancing;

(c) to promote the enjoyment and appreciation of Scottish country dancing and music by any suitable means;

(d) generally to do such other things as are or may be considered by the Local Association to further the foregoing objects and those of the Society in the Greater Glasgow area, including building working links with other local traditional dance and music initiatives.

4 MEMBERSHIP AND SUBSCRIPTIONS

4.1 Membership of the Local Association shall be open only to members of the Society (i.e. ‘Society Members’). Society membership can only be through one nominated Local Association. Only such Members as have attained the age of 18 shall have the power to vote in matters concerned with the management of the Local Association.

4.2

(a) Any member of the Society for whom the Local Association is not their primary Local Association, may become Associate Members of the Local Association.

(b) Any Associate-Member of the Local Association must be a member of the Society.

(c) The privileges accorded to such Associate-Members shall be regulated from time to time by the Committee of Management of the Local Association, and approved by the Local Association in General Meeting.
The rates of local subscription for both classes of Members shall be such as may be determined from time to time by the Local Association in General Meeting.

5 OFFICE BEARERS

5.1 The Office-Bearers of the Local Association, all of whom shall be Members of the Local Association and be at least 18 years old, shall consist of the Chairman, the Vice-Chairman, the Secretary and the Treasurer who shall all be elected at the Annual General Meeting of the Local Association in accordance with the Rules of the Local Association.

5.2 The Chairman shall be nominated and elected so that he/she shall hold this office for a maximum of two consecutive years, subject to re-election at the end of the first year, at an Annual General Meeting of the Local Association.

5.3 The Vice-Chairman shall be nominated and elected so that he/she shall hold this office for a maximum of two consecutive years, subject to re-election at the end of the first year, at an Annual General Meeting of the Local Association.

5.4 The Secretary and Treasurer shall each be nominated and elected so that he/she shall hold this office for a maximum of four consecutive years, subject to re-election at the end of the each year, at an Annual General Meeting of the Local Association.

5.5 The Committee of Management shall have power to appoint an Interim Chairman, Vice-Chairman, Secretary and/or Treasurer to fill vacancies in any elected posts occurring between Annual General Meetings but any such Office Bearer would serve only until the next Annual General Meeting.  At the next Annual General Meeting the procedures in sections 5.2, 5.3 and 5.4 would apply. Any time served as an Interim Office-Bearer would not count towards the time limits for consecutive service described in sections 5.2, 5.3 and 5.4.

5.6 On completion of his/her term of office, or in the case of early resignation, the Chairman shall not be eligible for re-election to the Committee in any capacity, the Vice-chairman shall only be eligible for re-election to the Committee as Chairman and the other Office-Bearers shall only be eligible for re-election to the Committee as Vice-Chairman or Chairman until, in each case, at least one year has elapsed

5.7 The Local Association may appoint an Honorary President and Honorary Vice- Presidents. Such appointments will be subject to annual reconfirmation. Any such Honorary President and Honorary Vice-Presidents shall not have voting powers on the Committee.

6 COMMITTEE OF MANAGEMENT

(a) Membership

6.1 The affairs of the Local Association shall be administered by a Committee of Management, (hereinafter referred to as “the Committee”) composed of the Chairman, Vice-Chairman, Secretary, Treasurer, any elected Additional Officer- Bearers and elected Ordinary-Members as determined by an Annual General Meeting of the Local Association.

6.2 Ordinary-Members of the Committee and any Additional Officer-Bearers shall be elected annually at the Annual General Meeting of the Local Association.
They shall serve for a maximum of four consecutive years, in any combination of the roles of Ordinary-Member and Additional Officer-Bearer, with, as far as is practicable, one quarter of the Ordinary-Members and Additional Officer- Bearers retiring in rotation each year.

6.3 The Committee shall have the power to fill any vacancies among the Ordinary- Members and Additional Officer-Bearers of Committee by co-option but any Ordinary-Member and Additional Officer-Bearer so co-opted will serve only until the next following Annual General Meeting when he/she may stand for election. Any time served as an Interim Ordinary-Member or Interim Additional Office- Bearer of Committee would not count towards the time limit for consecutive service described in section 6.2.

6.4 All Ordinary-Members and Additional Officer-Bearers of the Committee must be Members of the Local Association and be at least 18 years old.

6.5 An elected Ordinary-Member or Additional Office-Bearer shall be eligible for re-election to the Committee as Chairman, Vice-Chairman, Secretary or Treasurer.

6.6 On completion of his/her term of office, an elected Ordinary-Member shall not be eligible for re-election to the Committee as an elected Ordinary-Member until at least one year has elapsed.

6.7 On completion of his/her term of office, an elected Additional Office-Bearer shall not be eligible for re-election to the Committee as an elected Additional Office- Bearer until at least one year has elapsed.

(b) Powers and Duties of Committee

6.8 A Quorum of the Committee shall be one half of the sum of the Office-Bearers and other elected Members of the Committee.

6.9 The Committee shall have the power to constitute Sub-Committees on an ad hoc basis either from its own membership or by co-opting other Members of the Local Association and to entrust them with such duties as it considers necessary for the efficient working of Local Association affairs. Any such co-opted Members shall have voting powers in the Sub-Committees to which they are appointed but not on the Committee.

6.10 Committee meetings shall be held at regular intervals for the efficient running of the Local Association.

7 DUTIES OF OFFICE BEARERS

7.1 Chairman - The Chairman of the Local Association is the executive officer of the Local Association. The Chairman shall preside at Meetings of the Local Association and at meetings of the Committee. In the absence of the Chairman from a meeting the Vice-Chairman shall take the chair, failing whom a chairman shall be appointed from among the Members of the Committee present. Additionally, an Honorary President, Honorary Vice-President or Past Chairman may be appointed to chair the business, or part of the business, of an Annual General Meeting or Special General Meeting of the Local Association. The Chairman of any meeting, whether a Local Association or Committee meeting, shall have a casting as well as a deliberative vote.

7.2 Secretary - The Secretary shall see that regular meetings are held and properly recorded and conduct the correspondence of the Local Association. Additionally the Secretary shall:

(a) prepare an annual report of the activities of the Local Association during the preceding year;

(b) ensure that a register of Society Members of the Local Association is maintained and communicated to the Secretary of the Society as required.

7.3 Treasurer - It shall be the duty of the Treasurer to receive, bank in the Local Association accounts, and account for all monies collected by whatever agency from members of the Local Association or from other sources. Additionally the Treasurer shall:

(a) cause proper account records to be kept and ensure that the annual account of the Local Association are properly examined or audited as required by law;

(b) make the annual Local Association accounts available for inspection at reasonable times and present the accounts for adoption by the Local Association at the Annual General Meeting;

(c) ensure that all cheques issued on behalf of the Local Association be signed by two Authorised Signatories.

(d) should familiarise himself/herself with OSCR/Charity Commission requirements regarding financial reporting.

8 LOCAL ASSOCIATION MEETINGS

8.1

(a) The Annual General Meeting of the Members of the Local Association shall be held within three months after the end of its financial year at such place and at such time as may be determined by the Committee.

(b) All such Members shall be given a minimum of 14 days written notice of a General Meeting. Every notice shall contain a statement of the business to be discussed at the meeting.
Errors in Notice, Waiver - No error nor omission in giving such notice for a meeting, or non-delivery of notice to any individual Local Association Member shall invalidate such meeting or invalidate or make void any proceedings taken thereat.

(c) Members and Associate Members under the age of 18 years may attend and, with the permission of the Chairman, speak at a General Meeting but may not vote.

8.2 The order of business at an Annual General Meeting shall, as nearly as may be, be the following:

(a) Minutes of the last Annual General Meeting and of Special General Meetings, if any, held in the course of the year;

(b) Secretary’s Report on year’s working of the Local Association;

(c) Treasurer’s Report and Accounts;

(d) Appointment of Auditor/Examiner;

(e) Motions already advised to the Secretary;

(f ) Appointment of Office-Bearers and Committee;

(g) Any other competent business.

8.3 A Special General Meeting may be called at any time by the Chairman or shall be called on a requisition signed by not less than one-tenth of the Members of the Local Association entitled to vote when such membership does not exceed 500. Where the voting membership of the Local Association exceeds 500 a minimum of 50 of the Members entitled to vote must sign the requisition calling a Special General Meeting.

8.4 One-quarter of the Members entitled to vote or twenty-five Members of the Local Association entitled to vote whichever shall be lesser shall constitute a quorum at an Annual General Meeting or Special General Meeting.

8.5 The Local Association in General Meeting may enact such rules (hereinafter referred to as the Rules) as it may determine for the proper working of the Local Association.

8.6 Such Rules shall only be enacted by Resolution passed by the Local Association in General Meeting and only after receiving the vote of not less than one-half of the Members present and entitled to vote.

9 FINANCE

9.1 All monies raised by, or on behalf of, the Local Association shall normally be applied to further the objects of the Local Association and for no other purpose; provided that nothing herein contained shall prevent the payment in good faith of reasonable and proper remuneration to any employee of the Local Association and fees to professional and technical advisers; or the repayment to Members of reasonable out-of-pocket expenses.

9.2 The only exception would be in the case of a profit-making function/activity for a specific appropriate charity/good cause approved by the Management Committee and clearly advertised as such.

10 SUSPENSION OR TERMINATION OF MEMBERSHIP

10.1 The Committee may suspend temporarily or terminate the membership of any person whose conduct is in their opinion prejudicial to the interests of the Local Association. Suspension or termination shall not alter other rights or status of the person concerned as a member of the Society.

10.2 Before suspending or terminating any person’s membership, the Committee shall notify in writing the person concerned stating the reasons for the proposed suspension or termination and giving that person the opportunity of replying and of appearing before the Committee, if the member so wishes, to seek revocation of the suspension or termination.

10.3 The person whose membership has been suspended or terminated shall have the right of appeal at a Local Association General Meeting when a two-thirds majority of those present and entitled to vote shall be necessary to confirm the suspension or termination.

10.4 Where suspension or termination has occurred or, where appropriate, has been confirmed as in 3 above, the matter, with reasons, shall be notified to the Secretary of the Society without delay under ‘Confidential - Addressee Only’ cover.

11 DISBANDMENT

11.1 Notice of intention to disband the Local Association shall be given to the Secretary of the Society at least two months before the date proposed for such disbandment.

11.2 The balance of the funds, after all liabilities have been met, may be transferred to the Society HQ to be held in a Local Association suspense account.

11.3 Alternatively the balance shall be transferred to a recognised charitable body or bodies having objects similar to those of the Local Association (excluding geographical limitations) as the members in General Meeting, whom failing, the Committee, shall decide.

11.4 All property belonging to the Local Association shall be treated in the same way as the balance of funds in 2 and 3. Depending on the form of the property its value should be realised and added to the balance or it should be offered to an appropriate archive repository or transferred to a recognised charitable body or bodies having objects similar to those of the Local Association (excluding geographical limitations).

12 REPRESENTATION IN THE SOCIETY

12.1 In accordance with the Constitution and Rules of the Society any Local Association Member aged 18 years or over may stand for election to management posts within the Society.

12.2 In accordance with the Constitution and Rules of the Society the Local Association in General Meeting (which failing, the Committee), may appoint a delegate or delegates; all of whom shall be members of the Local Association who have attained the age of 18 years, to attend a General Meeting of the Society and represent the Local Association at such meeting. In the event of an appointed delegate being unable to attend such a meeting, the Committee shall be allowed to appoint a Local Association Member aged 18 years or over as an accredited substitute.

12.3 Delegates at the AGM of the Society shall vote in accordance with the Rules of the Local Association.

13 ALTERATION OF CONSTITUTION

13.1 The Constitution of the Local Association shall only be altered by Resolution passed by the Local Association in General Meeting and only after receiving the vote of not less than two-thirds of the Members present and entitled to vote.

13.2 Under the Licence Agreement the Local Association agrees to notify the Society in writing of any proposed changes to the Constitution of the Local Association prior to any such change being approved by the Local Association.

13.3 No alteration may be made to this Constitution which would result in a contravention of the Licence Agreement, unless approved by the Society through the re-negotiation of the Licence Agreement.

14 GENERAL

The Local Association shall be governed in accordance with the law of Scotland, this Constitution and with Rules made by the Local Association in General Meeting.